Paul Matsushima

Paul Matsushima

CRM Database for Small Organizations

By Paul Matsushima | Published on January 31, 2021

Built on Airtable.com, this CRM database designed for small organizations can house client, customer, and donor information.

View CRM on Airtable

Through Airtable.com, I created this powerful CRM solution for small organizations (especially nonprofits) that need affordable, intelligent, and easily customizable software to house their client information.

Types of Information this Database Can Include:

*Click on any of the links in the table to jump to the appropriate information below on the page.

Information Definition
Contacts Any individual involved with the organization/account.
Accounts Non-person entities with a relationship to the organization (e.g., organizations or households).
Campaigns Any project or substantial effort to sell a product/service or raise money/awareness.
Involvements Any time an individual spends with the organization during programs or events.
Opportunities Any money given to the organization, including gifts, grants, or earned income.
Communications Any communication/interactions individuals and accounts have engaged in with your organization.

 

Contacts

Definition: Any individual involved with the organization/account.

Examples: donors, customers, program/event participants and volunteers, contractors, and other interested parties.

Contacts show all contact information (name, email, phone, etc.), demographic information (gender, race, etc.), linked Involvements (what they’ve been involved in), linked Opportunities (donations given/products purchased), and linked Communications (emails/phone calls made with the organization).
You can view Contacts in a couple of different ways. One, listed above, is to see who the biggest donors are, based on how many times and how much they have given.

Accounts

Definition: Non-person entities with a relationship to the organization.

Examples: There are two types of accounts

  • Organizations (e.g., businesses, foundations, partner organizations)
  • Households (e.g., families or groups of related individuals that aren’t an organization)
Contacts show all contact information (name, email, phone, etc.), demographic information (gender, race, etc.), linked Involvements (what they’ve been involved in), linked Opportunities (donations given/products purchased), and linked Communications (emails/phone calls made with the organization).

Campaigns

Definition: Any project or substantial effort to sell a product/service or raise money/awareness

Example: Coaching Program, Popup Event, fundraising campaign, etc.

Campaign fields can show multiple types of data, such as fiscal year it belongs to, if it is involvement/opportunity/research driven, its status (completed/in progress/aborted/etc.), and start and end dates. It also has linked records of Opportunities and Involvements.
You can view Campaigns as reports to see a high-level roll-up of how many Involvements and Opportunities the campaign has, as well as the total amount given.

Involvements

Definition: Any time an individual spends with the organization during programs or events.

Involvements show linked Contacts, Campaigns, Opportunities, date of involvement, type of involvement (for instance, a lead, participant, contractor, volunteer, etc.), number of hours involved, application and evaluation/survey fields (if they applied or left feedback).
You can view Involvements based on their Status. This is especially useful to use as a running to-do list of individuals you need to follow up to confirm their participation in your campaign.

Opportunities

Definition: Any money given to the organization, including gifts, grants, or earned income.

Opportunities show linked Campaigns, Contacts, Accounts, Involvements, as well the amount given, the date, the status (whether pledged, prospecting, declined, etc.).
One additional view for Opportunities is as a to-do list for thanking donors.

Communications Log

Definition: The Communications Log includes all communications/interactions individuals and accounts have engaged in with your organization, either via email, phone call, etc.

The Communications Log includes linked Contacts, Involvements, and Opportunities, as well as associated comments of the conversation.

 

Learn More!

If you liked this demonstration, you can find the base I created on Airtable Universe. Click the link below!

View CRM on Airtable

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